Office Coordinator

Pepperdine University; Los Angeles (CA); Hybrid; USD 32,000 - 35,000; Full time

Job summary

The Pepperdine University Center for Digital Learning is seeking an Office Coordinator to provide essential administrative support across multiple functions, enabling excellence in online education. You will manage calendars, communications, records, procurement, budgeting, onboarding, and data collection to support instructional design projects.

The role is a regular 40-hour week with a hybrid on-site West LA schedule (3 days on-site, 2 remote) and compensation in the $23.07–$25.48 per hour

Qualifications

• Associate's degree in business administration, education, or related field.
• 1 year of administrative support experience.
• Meticulous attention to detail and accuracy in handling documents and data.
• Excellent written and verbal communication skills, including professional phone etiquette and email correspondence.

Responsibilities

• Schedule meetings, manage calendars and deadlines for instructional design teams.
• Draft and send communications to faculty and staff about workshops and updates.
• Maintain organized records of projects and update the resource library.
• Assist with onboarding new projects and setting up files.
• Provide basic technical support for learning technologies and templates.

Skills

Attention to detail

Organizational skills

Written & verbal communication

Multi-tasking

Collaboration with stakeholders

Office technology

Microsoft Office

Learning management systems

Education

Associate's degree in business administration or education

Bachelor's degree (preferred)

Tools

PeopleSoft

Learning Management Systems

Microsoft Office Suite

Job description

The office coordinator provides administrative assistance to the Center for Digital Learning. The support provided by the office coordinator will enable us to achieve excellence in the delivery of online education.

Duties

• Scheduling and Calendar Management:
  • Coordinate meetings between instructional design teams and subject matter experts.
  • Manage project timelines and deadlines.
  • Schedule training sessions and workshops.
• Communication and Correspondence:
  • Handle email to instructional design projects.
  • Draft and send communications to faculty and staff about upcoming workshops, new resources, or project updates.
  • Manage the Center for Digital Learning's social media presence or website updates.
  • Assist with creating presentations.
• Record Keeping and File Management:
  • Maintain organized records of instructional design projects, including project proposals, design documents, and evaluation reports.
  • Manage and update the Center's resource library (templates, style guides, training materials).
• Procurement and Budgeting:
  • Order equipment and supplies.
  • Track expenses and assist with budget management.Process requisitions.
• Project Onboarding:
  • Assist with onboarding new instructional design projects, including gathering initial information, setting up project files, and scheduling kickoff meetings.
• Resource and Technology Support:
  • Help instructional designers find and access relevant resources, such as templates, images, videos, and software.
  • Provide basic technical support or troubleshoot common issues with learning technologies.
• Data Collection and Analysis:
  • Assist with collecting data on the effectiveness of online courses or training programs.
  • Compile and organize data for analysis and reporting.
• Event Planning:
  • Assist with planning and coordinating workshops, conferences, or other events related to digital learning and instructional design.
• Other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Associate's degree in business administration, education, or a related field.
• 1 year of experience providing administrative support in an office setting.
• Meticulous attention to detail and accuracy in handling documents and data.
• Exceptional organizational skills and ability to manage multiple tasks and deadlines effectively.
• Excellent written and verbal communication skills, including professional phone etiquette and email correspondence.
• Ability to work collaboratively with internal and external stakeholders, including state officials, faculty, and staff.
• Ability to identify and resolve routine problems independently and elevate complex issues appropriately.
• Proficiency in using office technology, including computers, printers, scanners, and online collaboration software.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Ability to maintain confidentiality of sensitive information.
• Knowledge of working with computers and applications in a networked environment.
• Knowledge of working with Microsoft Office applications and learning management systems.

Preferred:

• Bachelor's degree in business administration, education, or a related field.
• 2+ years of experience providing administrative support in an office setting.
• Experience in higher education.
• Familiarity with the structure and operations of higher education institutions, including academic policies, procedures, and organizational hierarchies.
• Awareness of data privacy regulations (FERPA) and best practices for handling sensitive student information.
• Knowledge of the Peoplesoft system.

This is a Regular, Nonexempt, 40 hour per week position. This position is eligible for remote or hybrid work in accordance with the University Policy Manual. The current work arrangement consists of three days on-site at the West LA campus and two days remote. This schedule is subject to change at the discretion of the supervisor and in accordance with university needs.

Expected Pay Range: $23.07 - $25.48 per hour

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.